Apology Letter For Cancellation – Samples & Formats

An apology letter for cancellations is a communication that is used to relay information about cancelling an event, order, subscription or contract. The document can be used on different instances for example when there is an error in the product or service or when you can’t meet the client’s expectations. The same will apply if terms and conditions are violated.

Human civilization thrives on communication. Communication is the key to any problem. We set meetings to discuss company agendas, appointments to meet people, flight reservations for traveling. Yet, there are times and emergencies when we cannot make it to the meeting appointment or flight on time or have to cancel it at all. You cannot control fate but if you want to be taken seriously in-society or save some serious bucks with refunds, an Apology letter for cancellation can help you in that domain.

Be it your child’s PTA meeting or visiting hospital in emergency, accidents can happen. No one can escape that. So, as humans, it’s our duty to address our shortcomings and apologies for not making it to the meeting, flight or flight bookings.

One such way is to write an apology letter of cancellation to the concerned person or team in case of flights or hotels. A letter of apology can save you from the embarrassment, keep you professional and accepted into the etiquette norms of human civilization. An apology letter can help you get refunds in case of hotel and flight reservations.

Key points of a good apology

  • Express regret. When writing an apology, it’s essential to let the recipient know you regret your actions. Inform them that the incident was just an isolated case and you never meant to hurt the individual.
  • Acknowledge responsibility. A sincere apology starts with an acknowledgment of responsibility. You must admit you were wrong in your actions. You can’t be forgiven for a sin you’ve not owned.
  • Ask for forgiveness. Never forget to request your recipient to forgive you. You may need up with many excuses and forget to ask for forgiveness. Speak to your victim and ask them to forgive you.
  • Explain briefly what happened. Your apology should start with a brief explanation of what happened. It’s essential to know that your subject needs to know if you genuinely know what you did. Therefore, summarize the incident in a few words as you start your apology.
  • Offer a solution. In the apology, you must make suggestions on what you can do to make things right. If there’s a way you can make up for your mistake, then it’s high time you need to pass the suggestions to your reader.
  • Promise never to repeat the mistake. As you draw near to closing the letter, highlight measure that you will take to prevent a recurrence of the error. Your points should be realistic and actionable.

Apology for cancellation (format)

Dear (Recipient),

I’m sorry for this late notice, but I have to cancel my plans to attend a (meeting/trip/conference/seminar/a doctor’s appointment). Know that I’m very sorry for inconveniences caused by a change in plans.It’s not my wish to cancel my plans in the last minute, but unfortunately (state what happened). Please bear with me; I never saw this coming.Thank you for your understanding and patience. I hope that the event will be a success.

(Your name)

Apology letter for cancellation of an order

An apology letter for cancellation of an order is a letter one writes to cancel a purchase order. In the letter, they must state the reason for canceling the order. The letter is sent to the supplier or the customer depending on the prevailing circumstances.

June 5, 2022

Jose Phillips

Amicas Technologies Ltd

345 Gravy ways Ave

Columbus OH, 92345

Sub: Apologies for the cancellation of a purchase order

Respected sir,

We apologize for cancelling your order no 2B/19 due to unavoidable circumstances. The items you had requested are out of stock, and our supplier can’t deliver them unless after two months. In this respect, we’ve decided to cancel the order.

Please accept our sincere apologies. We’ll inform you once the items are available.

Yours truly,

Mark Spencer

Sales department

Oracle supplies

Apology letter for cancellation of hotel booking

If you have booked a hotel, but you’re unable to make it for a visit, you’ll need to write a letter or an email to cancel the booking. In your letter, you need to explain why you’ve chosen to cancel the booking and if you’ll visit the hotel soon.

Dear Kelly,

Re: Apology for hotel cancellation

Please allow me to pass my regrets for cancelling the hotel booking I had made last week. We had planned to stay in your hotel for three days this month, but unfortunately, we have to report back to our offices in a day due to an emergency.

In this regard, you can cancel the booking or reserve or reserve it for the same dates in the coming month.

Once more we are sorry for any inconvenience caused.


Jones Tanny

Apology letter for cancellation of reservation

An apology letter for cancellation of a reservation is a letter written to cancel an earlier booking. You might have booked for a flight, conference hall, publishing, etc. In case you’ve made changes, and you are unable to honor the reservation, it’s imperative that you have to inform the recipient via writing or phone.

Dear Rose,

I’m Angle Ford of Prious Tours; I had booked three single suits to one week starting July 15, 2022. Unfortunately, our visitors have canceled the visit citing insecurity due to the recent terror attacks in the town.

According to your refund policy, a customer must cancel a booking two weeks in advance, that’s why I have chosen to write to you. In this respect, I ask you to cancel the reservations.

Thank you for being our trusted business partner. In case you need more information about this case you can reach me via +911 345 6720.

Yours in business,

Melvin Thomas


Prius Tours

Apology letter for cancellation of job offer

Following a job interview, you can receive a job offer and a cancellation due to unavoidable circumstances. In such a case, the employer must write a letter to explain the circumstances of the revocation of the offer.

Dear Pius,

Though you were successful during the interviews for the post of assistant stores manager at our company, we regret that the board of directors has decided to revoke the offer. They cited over-staffing as the leading cause of the cancellation.

Please accept our sincere apologies. Note that we will hold your documents and we’ll contact you in case there’s an opening in the coming future.

We are apologetic for any inconveniences caused. You can reach us via +700 453 2991 or Email: hr@lesseroutfits.com.


Tabby Ericson

HR Manager

Lesser Outfits Inc.

Apology letter for cancelling a job offer

An apology letter for cancellation of a job offer is a letter one writes to reject a job offer even after succeeding in an interview. The letter must express valid reasons for canceling the offer.

Adeline Hunk

123 Marble Rd

Barrington, IL 70222

August 16, 2022

Peter Nelly

Finance manager

Mickey Financial Group

350 East gate

Chicago, IL 60231

Dear Ms. Nelly,

I am thankful for your job offer for the position of the assistant microfinance manager at Mickey Financial Group. Unfortunately, allow me to turn down the offer due to personal reason.

At the time I came for an interview at your place, I had been interviewed for the position of Manager Microfinance at ACE Bank. After a critical look at both position and my career aspirations, I have decided to take up the position at ACE Bank.

Thank you for believing in my skills and abilities. I wish you the best in your endeavors.


Adeline Hunk

Apology letter for cancelling the meeting

An apology letter for cancellation of a meeting is a letter sends to invitees of a meeting indicating cancellation of the meeting. The letter spells out the exact reasons for canceling the meeting.

May 6, 2022

Agerock securities

313 Riverside St

Chicago, IL 601223

Sub: Apology for meeting cancellation

Dear Shareholders,

We announce the cancellation of our annual general meeting that was scheduled for May 10, 2022. The cancellation of the meeting is as a result of lengthy deliberations among the board of directors. Several reasons led to the cancellation including the ongoing negotiations with Felicitous Group for a 10 years contract that we would like to be voted for by the shareholders.

You will receive a notification once we set a new date. We are sorry for the cancellation but note that we stand to gain a lot if the contract is approved.

With Thanks,

Derrick Stuart

Managing Director

Apology letter for cancelling an event

When you have organized an event, but you are unable to proceed with the preparations and have to cancel the event, you need to write letters to the participants informing them of the decision.

Dear Terry,

We regret to announce that we are cancelling this year’s your conference due to a problem with the venue. Please accept our apologies we have tried all we can, but unfortunately, we have had to cancel the conference in the last minute.

Please accept our apologies for any inconveniences. For those who had paid for the conference, you’ll receive a full refund in a week.

We thank you for registering for the event in large numbers. All the necessary plans will be made to make the next year’s event a success.


Jack Tims

National coordinator

Youth conference

Apology letter for cancelling a contract

An apology letter for cancelling a contract is a letter written to cancel a contract that had been awarded to a company. Mainly a contract is cancelled if either party fails to abide by the terms and conditions of the agreement. In the letter, you must explain as to why you’re cancelling the contract.

June 19, 2022

Andrew Pat

Group C.E.O

Adulate Supplies

324 Black St

Chicago IL, 91056

Sub: Cancellation of contract

Dear Mr. Pat,

This letter is to inform you of the cancellation of the business contract between us and your organization effective immediately.

We are relocating to Europe thus the reason for cancelling the contract. Please make the necessary changes to affect this cancellation.

This letter also doubles up as the notice for cancellation of the contract between your organization as highlighted in section 3A and 6C of our agreement and us.

If you need further details about this decision, please contact my office.


Eric Doff

Managing director

Race Tours

Apology Letter For Cancellation of Appointment

An Appointment is an arrangement to meet someone at a particular time and place. Since you have asked the person for his/her valuable time for his presence on a particular place, it’s necessary to write him/her an apology letter for cancellation of appointment. This shall be done at the earliest to save the person time or if you’re canceling last minute, address your apology so that you can be deemed trustworthy and responsible in future.
Apology Letter For Cancellation of Appointment

Apology Letter For Cancellation of Meeting

A meeting is an assembly of people for a particular purpose, especially for formal discussion. Unlike an appointment, more than a person is involved. You haven’t committed to a single person but a group of people. Your presence is necessary and if you cannot make it, write an apology letter for cancellation of meeting to the people present there. Ask for an apology while also describing the reason whey you couldn’t make it. Reason is necessary as it builds up the trust in the community for your case.
Apology Letter For Cancellation of Meeting

Apology Letter For Cancellation of Event

An event is a planned public or social occasion. An event can be for any purpose; from charity to annual function of your kid’s school. Events are successful when people attend the occasion in great numbers. People are the real strength of an event and not showing up in one can demean the occasion. You are a representative in any sense in an event, be it the charity occasion or your child’s school annual function. An apology letter for cancellation of an event addresses your concern and your awareness for the event group. Write the why, how and how sorry you are for not attending it.
Apology Letter For Cancellation of Event

Apology Letter for Cancellation of Flight Booking

Flight bookings are reservations made in advance for your travel plans. If you’re unable to board a flight because of any emergency, you shall address the flight company and writer them an apology letter for cancellation of flight booking. Many flight companies offer full refunds on your tickets if acknowledged 24 to 48 hours earlier. This can save you some good bucks on your flight tickets so that you can visit the place later.
Apology Letter For Cancellation Of Booking

How do I write a letter to cancel a reservation at a hotel?

When writing a letter to a hotel for canceling the reservation, address the hotel staff in your letter. Make it clear in your subject about your cancellation and mention your booking id.

For Example “Request for cancellation of hotel booking for Order ID: A3421”. In the body, describe them your booking details and your booking id again. Mention your reason for cancellation like urgent meeting or emergency in home.

Many hotels have a full refund policy if cancellation has been done and acknowledged 24 to 48 hours before staying. Mention the policy and ask for your refund. Ask the hotel to revert back with the acknowledgement and the mode of payment they will choose.